Administrative Associate at College of… · Toronto

JOB DESCRIPTION Job Title: Administrative Associate

Job Status: Existing position vacancy

Team: Legal Services and Strategic Plan Operations Reports to: Director Job Level: 3

I. JOB PURPOSE Provides meeting management support to Leadership Team members and facilitates team operations.

II. KEY RESPONSIBILITIES • Manages calendars of assigned Leadership Team members by scheduling meetings by consulting with staff and external system partners to prepare and distribute meeting materials to attendees and attending meetings to take notes, as needed; and maintaining records of meetings. • Arranges for logistical requirements needed for virtual or onsite meetings including catering, travel, and accommodations, as required. • Provides general administrative support including but not limited to maintaining effective flow of information within the team including liaising with system partners to request for information, preparing general correspondence, memos, reports, presentation materials, assisting with mailing electronically or by regular mail, and reviews and submits approved invoices and other finance-related requisitions to Finance for processing. • Provides records management support by acting as the SharePoint administrator, as required, ensuring files structures, naming conventions and access rights are provided to authorized users, and maintained according to Information Management standards.

III. REQUIRED QUALIFICATIONS Education and Experience • Completion of post-secondary education in a complementary discipline plus three to five years of related work experience in a similar role.

Organizational Competencies Consistently demonstrate CNO’s Organizational Competencies: • Innovation – Curiously cultivate new ideas with a desire to learn and a collective focus on the best outcome. • Integrity – Conduct every interaction with fairness, honesty, and mutual respect. • Collaboration – Work with the right people at the right time to make the best-informed decision. • Well-being – Care for the physical, mental, spiritual, and emotional needs of ourselves and others.

Job Competencies, Knowledge, Skills • Adaptability – demonstrates flexibility by shifting focus on more urgent work by determining critical nature of the meeting requests; adjusts approach based on the situation to meet meeting management support. • Planning and Organizing – identifies work priorities and plans own work efficiently to achieve goals within established timelines to facilitate efficient meeting management. • Attention to Detail – requires close attention to details when scheduling meetings and arranging for required logistical requirements, and providing general administrative support. Develops methods for organizing work and identifies key details when reviewing multiple sources of information. • Client Focus – applies knowledge of CNO activities and administrative procedures to anticipate system partners’ needs and identifies ways to meet them; follows up to confirm if needs have been addressed. • Problem Solving – gathers information needed to identify a problem, identifies options to resolve meeting management and general administrative-related issues, and makes sound and timely decision to solve the problem. • Demonstrated advanced proficiency in MS Office, Acrobat Pro, and collaborative technologies such as Zoom, Teams, and SharePoint.

Hiring Range: $70,532.00 - $75,637.00

Full Salary Range: $70,532.00 - $81,112.00 Applications must be submitted by 11:59 p.m. the day before the closing date.

To be considered, applications must be submitted through CNO’s recruitment portal, Workday. Unfortunately, CNO is unable to process applications received through other channels.

Our DEI Commitment

The College of Nurses of Ontario protects the public by promoting safe nursing practice. We strive to be diverse, inclusive, fair, equitable and accessible by addressing barriers and promoting dignity and respect for all. If you require Code-protected accommodation at any time during the recruitment process, please contact careers@cnomail.org citing “Request for Accommodation” in the subject line.

Land Acknowledgement

The College of Nurses of Ontario (CNO) operates on the traditional, ancestral and unceded territories of many Indigenous communities across Ontario which continue to be home to Indigenous peoples. CNO’s office is in Toronto, on land that is the traditional territory of many nations including the Mississaugas of the Credit, the Anishnabeg, the Chippewa, the Haudenosaunee and the Wendat peoples.

Our hiring process may use artificial intelligence (AI) tools to assist in screening applications.